Parts & Administrative Coordinator

Parts & Administrative Coordinator

Job Summary

The Parts & Administrative Coordinator provides administrative and operational support to the dealership while assisting with parts inventory, shipping, receiving, and warehouse activities. This position serves as a key point of contact for incoming calls and customers, processes administrative and financial documentation, maintains accurate records, and supports the Parts Department in ensuring inventory and shipments are properly received, documented, and organized.

The ideal candidate is organized, dependable, detail-oriented, and capable of balancing administrative responsibilities with the day-to-day operational needs of the Parts Department.

Key Responsibilities

• Answer and direct high-volume incoming calls using a multi-line phone system and assist customers as needed.
• Sort, organize, scan, upload, and enter invoices, purchase orders, and other company documentation.
• Process customer payments and assist with daily cash and credit card reporting.
• Maintain and file parts and service invoices and verify appropriate payment and documentation.
• Assist with accounts receivable collections, credit applications, references, and required signatures.
• Maintain current insurance documentation and upload records into the company database.
• Track and maintain parts inventory records and identify discrepancies or inventory concerns.
• Receive incoming parts and products, verify shipments, and store inventory appropriately.
• Prepare outgoing shipments, including packing products, creating shipping labels, and coordinating deliveries.
• Process warranty claims and assist with reporting, documenting, and returning damaged products to vendors.
• Communicate shipping, receiving, inventory, or product concerns to the appropriate Parts Department leadership.
• Maintain an organized parts and warehouse area and assist with office supply ordering.
• Perform additional administrative, parts, inventory, and operational duties as assigned by management.

Qualifications

• Strong organizational and time-management skills.
• Excellent customer service and communication skills.
• Ability to accurately maintain records and process administrative documentation.
• Basic computer and data-entry skills.
• Ability to manage multiple priorities in a fast-paced dealership environment.
• Ability to work independently and collaboratively with multiple departments.
• Ability to safely perform the physical requirements associated with receiving, storing, and moving parts and inventory.

Benefits

• Medical, Dental, and Vision Insurance
• PTO
• 401(k) Retirement Plan

Equal Opportunity Employer

Roberts Truck Center is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including sexual orientation and gender identity), national origin, disability, protected Veteran Status, or any other characteristic protected by applicable federal, state, or local law.

Note: This position description is not intended to be all-inclusive. Employees may perform other related duties as required to meet the ongoing needs of the company. Management reserves the right to revise the position or require additional tasks as business needs change.